Recruitment register

Privacy policy
Last updated
20.08.2021

Registrar

Iivari Mononen Oy (0194622-8)
Länsikatu 15
80100 Joensuu
Suomi (UK)

Contact person in matters concerning the register

Tapio Virrantalo 044 313 5207 tapio.virrantalo@iivarimononen.fi

Purpose of personal data processing

Legitimate interest.

Recipients and recipient groups

The data controller’s personnel and outsourcing partners when applicable.

Data content of the register

Personal data filing system contains the following information: - First and last name of person - Personal identification number - Email address - Postal address - Phone number - Photo The name and contact information of an employee’s potential referrer may also be stored in the filing system.

Regular sources of information

Data stored in the filing system comes from the data subject.


Personal data retention period

Recruitment information is kept for 24 months, after which the information is destroyed in a secure manner.

Regular transfers of information

Data in the filing system will not be disclosed to third parties unless it is necessary for recruitment or entry into employment.

Data transfer outside the EU or EEA

Data in the filing system will not be transferred outside the EU or the EEA.

Principles of register protection A: Manual material

Recruitment informations are stored in a locked cabinet to which only the archivist has access. All other data related to the filing system is only kept in electronic format, and data are only processed electronically. Access to the data stored in the filing system is given only to such persons and in such scope that is required for the purposes of recruitment and other tasks related to start employment relationship. The filing system is kept on a protected server which is located in Finland. The protection of all data in the filing system is carried out in accordance with the Personal Data Act (523/1999), the regulations and principles of the Information Society Code (917/2014), regulatory provisions, and good data processing practices.

Principles of register protection B: Electronic material

Access to the data stored in the filing system is given only to such persons and in such scope that is required for the purposes of recruitment and other tasks related to start employment relationship. The filing system is kept on a protected server which is located in Finland. The protection of all data in the filing system is carried out in accordance with the Personal Data Act (523/1999), the regulations and principles of the Information Society Code (917/2014), regulatory provisions, and good data processing practices.

Inspection right, i.e. the right to get access to personal data.

The data subject has the right to check what data has been stored about him or her in the filing system. A request for data access must be given in writing by contacting the company’s customer service or the filing system’s contact person either in Finnish or English. The request for data access must be signed.
The data subject has the right to prohibit the processing of his or her data and its disclosure for the purposes of direct marketing, distance marketing or opinion polls by contacting the company’s customer service.

The right to transfer data from one system to another

The data subject has the right to transfer his or her own data from one system to another. The transfer request can be addressed to the registry contact person.

The right to demand correction of information

Taking into account the purposes of processing, any data stored in the filing system that is inaccurate, unnecessary, incomplete, or outdated must be erased or rectified. A written request for rectification, signed by hand, should be sent to the company’s customer service or the personal data filing system’s administrator. The request should specify what information should be rectified and on what grounds. Rectification shall be carried out without delay. Notification of rectification will be sent to the party who provided the inaccurate data or to whom the data were disclosed. If a request for rectification is denied, the responsible person of the filing system will provide a written document stating the grounds for the denial of the request for rectification. The data subject concerned may then pass the matter along to the Data Protection Ombudsman.

The right to file a complaint with the supervisory authority

If you consider that an infringement of the General Data Protection Regulation has occurred in the processing of your personal data, you have the right to lodge a complaint with a supervisory authority. The complaint can also be lodged in a member state where you are a permanent resident or where you are employed. Contact information for the Finnish national supervisory authority: Office of the Data Protection Ombudsman PL 800, Lintulahdenkuja 4, 00530 Helsinki tel. +358 29 566 6700 tietosuoja@om.fi www.tietosuoja.fi/en/

Other rights related to the processing of personal data

Right to restrict processing The data subject has the right to request that the processing of their personal data is restricted for example if data stored in the filing system is erroneous. Requests should be sent to the responsible person of the filing system. Right to object The data subject has the right to request for personal data pertaining to them, and the data subject has the right to request for the rectification or erasure of said data. Request can be sent to the contact person of the filing system. If you are acting as the contact person of a company or organisation, your data cannot be erased during this time. The data subject has the right to prohibit the disclosure of processing of personal data for the purposes of direct marketing or other marketing, the right to demand the anonymization of data where applicable, as well as the right to be completely forgotten.